EXECUTIVE ASSISTANT (EA) TEXAS HOURS HIGH ACCOUNTABILITY OPERATOR ROLE

If you are not extremely organized, do not speak and understand English at a near native level, and are not strong willed enough to hold an executive accountable, this job is not for you.

I am hiring an Executive Assistant who will work alongside me during my business hours (Texas time most of the time, and whatever time zone I am operating in when I travel). This is not a passive admin role. This is an operator role. You will be inside my day to day workflow helping run meetings, capture notes, track tasks, protect priorities, and keep the team aligned so we deliver better and faster for clients.

I have ADHD and I can get off task easily. I need an EA who can keep the plan visible, keep me focused, and push me when needed. I want someone honest and direct, not a yes person. If I drift, you pull me back. If I am late, you press. If I am avoiding something important, you call it out.

We currently have VAs in the Philippines, so speaking Tagalog is a strong plus (not required).

WHAT I NEED FROM YOU

Near native English (written and spoken) with strong communication skills

Extremely organized, proactive, and obsessed with follow through

Able to work my hours consistently (Texas time) and be available during my workday

Honest and direct, comfortable disagreeing and giving real feedback

Strong willed accountability mindset, willing to keep me on track

Calm under pressure, fast learner, handles shifting priorities without dropping the ball

High discretion and confidentiality, you will see sensitive information

Tagalog is a big plus if you will be communicating with our Philippines based VAs

CORE RESPONSIBILITIES

Calendar and schedule control: scheduling, preventing conflicts, protecting focus time, reminders, keeping me on time

Meeting execution: joining meetings, taking clean notes, capturing action items, assigning owners, sending recaps

Task and project control: maintaining ClickUp (or our system), tracking deadlines, flagging slippage early, closing open loops

Communication support: drafting and cleaning messages, clarifying instructions, coordinating between me and the team

Team organization: follow ups with employees and VAs, keeping tasks assigned, keeping projects moving

Document and systems organization: organizing files, links, notes, SOPs, and keeping everything easy to find

Client delivery support as needed: tracking deliverables, prepping agendas, keeping timelines tight, preventing missed commitments

TOOLS THAT ARE A HUGE PLUS

GoHighLevel experience

ClickUp experience

Google Workspace (Docs, Sheets, Calendar)

Slack or similar team communication tools

HOW SUCCESS IS MEASURED

My schedule runs clean and on time

Every meeting ends with clear notes, clear owners, and clear next steps

Tasks do not drift and deadlines do not surprise us

The team stays aligned and projects do not stall

Fewer dropped balls, faster execution, better client delivery

TO APPLY

Send a short message with your EA experience

Include your time zone and your ability to work Texas hours

List the tools you have used (ClickUp, GoHighLevel, etc.)

Include one example of how you hold someone accountable without being rude